{"id":9845,"date":"2020-06-26T18:52:00","date_gmt":"2020-06-26T22:52:00","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=9845"},"modified":"2020-06-28T21:25:46","modified_gmt":"2020-06-29T01:25:46","slug":"the-gtd-capture-tool-see-it-schedule-it-achieve-it","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/","title":{"rendered":"The GTD Capture Tool: See It, Schedule It, Achieve It"},"content":{"rendered":"\n<p>What is the GTD &#8220;capture&#8221; step, and how does it work? What does &#8220;capturing&#8221; help you with when you&#8217;re trying to get organized?<\/p>\n\n\n\n<p>The GTD capture tool is used in <em>Getting Things Done<\/em>. GTD capture is a way to understand and assess your situation and the tasks you need to complete. <\/p>\n\n\n\n<!--more-->\n\n\n\n<h2 class=\"wp-block-heading\">What Is GTD Capture?<\/h2>\n\n\n\n<p>The Getting Things Done system has five steps:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li><strong>Capture <\/strong>all the problems and ideas that are taking your attention.<\/li><li><strong>Clarify <\/strong>what each one means and what you need to do about it.<\/li><li><strong>Organize <\/strong>the decisions and actions you\u2019ve clarified.<\/li><li><strong>Reflect <\/strong>on everything in front of you to choose what to tackle next.<\/li><li><strong>Engage <\/strong>with the task (get it done).<\/li><\/ol>\n\n\n\n<p>Devote time to each step individually, rather than trying to go through all five at once: Take some time to sit and capture everything in your head, go through and clarify all those items during another sitting, and so on.&nbsp;<\/p>\n\n\n\n<p>Most people do these five steps naturally, but not as efficiently as they could. Many people fall into one of these traps:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>They don\u2019t capture everything, leaving too many open loops in their heads.&nbsp;<\/li><li>They don\u2019t clarify sufficiently, so they have ambiguous to-do lists, notes, and reminders that don\u2019t tell them exactly <em>what<\/em> to do.&nbsp;<\/li><li>They don\u2019t organize efficiently, so the reminders get lost and tasks don\u2019t get done in a timely way.&nbsp;<\/li><li>They don\u2019t spend enough time reflecting, so they have lists, calendars, and reminders that are overloaded and out-of-date.&nbsp;<\/li><li><strong>They tackle whatever is the most immediate and demanding instead of making strategic decisions about what to engage in.<\/strong>&nbsp;<\/li><\/ul>\n\n\n\n<p>Let\u2019s talk about each step, and in later chapters we\u2019ll explore them in more detail.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How to Use GTD Capture<\/strong><\/h2>\n\n\n\n<p>The first critical step is to GTD capture every idea, reminder, and piece of information and get it out of your head. <strong>Capture <em>everything\u2014<\/em>big and small, short-term and long-term, anything in your life that you feel should be different and that you have some motivation or commitment to change<\/strong>\u2014from career strategy ideas to a reminder to fix that gadget in your junk drawer.<\/p>\n\n\n\n<p>Put all these things into \u201ccontainers,\u201d which can be:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Paper notebooks, note cards, or pads<\/li><li>Physical in-trays<\/li><li>Emails or text messages<\/li><li>Digital or audio note-taking systems\/apps<\/li><\/ul>\n\n\n\n<p>Whatever type of container you use, make sure that it is always with you so that you can capture something as soon as the thought enters your head.&nbsp;<\/p>\n\n\n\n<p>There are three requirements for a successful Getting Things Done capture system:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li><strong>Capture every open loop.<\/strong> If you still have things floating around in your head, you won\u2019t have the <a href=\"https:\/\/www.shortform.com\/blog\/mental-energy\/\">mental energy<\/a> to sort through and empty your containers (that\u2019s the next step).&nbsp;<\/li><li><strong>Have as few capturing buckets as possible.<\/strong> If you have too many, the system will get unmanageable and you won\u2019t be able to go through the containers regularly.&nbsp;<\/li><li><strong>Empty your containers regularly. <\/strong>If your containers get backlogged, things get lost and your brain won\u2019t trust your system, so it will keep reminding you of things even after you\u2019ve captured them. You don\u2019t have to complete the tasks in order to empty the containers\u2014you just have to clarify and organize them.&nbsp;<\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Set Yourself Up for GTD Success<\/strong> With Capturing<\/h2>\n\n\n\n<p>Now that you\u2019ve learned the models and the methods, it\u2019s time to start applying the <a href=\"https:\/\/www.shortform.com\/blog\/getting-things-done-program\/\">Getting Things Done program<\/a> to your life.&nbsp;GTD capture is the first step. <\/p>\n\n\n\n<p>It\u2019s one thing to <em>know<\/em> what you should do, and quite another to actually <em>do<\/em> it, so Part 2 provides some coaching and practical tools for implementing the <a href=\"https:\/\/www.shortform.com\/blog\/gtd-system\/\">GTD system<\/a>. You can implement the full-scale system, or adopt a few aspects and implement more over time.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Dedicate Time<\/strong><\/h3>\n\n\n\n<p>Your biggest time investment will be in getting the GTD system up and running. It takes most people two days back-to-back to fully get things started\u2014about a day to use Getting Things Done capture and another day to clarify and determine next actions.&nbsp;<\/p>\n\n\n\n<p><strong>The initial process takes a lot of mental energy, so aim to dedicate a day or two to it with no distractions.<\/strong> If you work on this after you get home from work at the end of the day, your energy will probably be too tapped to effectively use the GTD capture tool and clarify everything without falling down rabbit holes.&nbsp;<\/p>\n\n\n\n<p>Once you have the system set up and in place, you\u2019ll be able to maintain it during much shorter windows of free time in your days.&nbsp;<\/p>\n\n\n\n<p>GTD capture is a way to gain knowledge about what&#8217;s going on around you, and learn to plan ahead. With the GTD capture tool, you can determine and prioritize your next steps. <\/p>\n","protected":false},"excerpt":{"rendered":"<p>What is the GTD &#8220;capture&#8221; step, and how does it work? What does &#8220;capturing&#8221; help you with when you&#8217;re trying to get organized? The GTD capture tool is used in Getting Things Done. GTD capture is a way to understand and assess your situation and the tasks you need to complete.<\/p>\n","protected":false},"author":5,"featured_media":9859,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[43,30],"tags":[90],"class_list":["post-9845","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-self-improvement","category-work","tag-getting-things-done","","tg-column-two"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.3 (Yoast SEO v24.3) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>The GTD Capture Tool: See It, Schedule It, Achieve It - Shortform Books<\/title>\n<meta name=\"description\" content=\"What is the GTD capture tool? 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Staying organized is hard, but in GTD, &quot;capture&quot; is the first step\u2014it helps you see your tasks clearly and choose what&#039;s next.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/\" \/>\n<meta property=\"og:site_name\" content=\"Shortform Books\" \/>\n<meta property=\"article:published_time\" content=\"2020-06-26T22:52:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2020-06-29T01:25:46+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/s3.amazonaws.com\/wordpress.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/capture-geetting-things-done-scaled.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"2560\" \/>\n\t<meta property=\"og:image:height\" content=\"1707\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Carrie Cabral\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Carrie Cabral\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/\"},\"author\":{\"name\":\"Carrie Cabral\",\"@id\":\"https:\/\/www.shortform.com\/blog\/#\/schema\/person\/2ababb7c63a94ff5d2190f71dc417d56\"},\"headline\":\"The GTD Capture Tool: See It, Schedule It, Achieve It\",\"datePublished\":\"2020-06-26T22:52:00+00:00\",\"dateModified\":\"2020-06-29T01:25:46+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/\"},\"wordCount\":824,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/capture-geetting-things-done-scaled.jpg\",\"keywords\":[\"Getting Things Done\"],\"articleSection\":[\"Self-Improvement\",\"Work\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/\",\"url\":\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/\",\"name\":\"The GTD Capture Tool: See It, Schedule It, Achieve It - Shortform Books\",\"isPartOf\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/the-gtd-capture-tool-see-it-schedule-it-achieve-it\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/capture-geetting-things-done-scaled.jpg\",\"datePublished\":\"2020-06-26T22:52:00+00:00\",\"dateModified\":\"2020-06-29T01:25:46+00:00\",\"description\":\"What is the GTD capture tool? 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